Executive Administrative Assistant

Reports to: Vice President of Finance & CFO

Status: Non-Exempt, Full-time employee

Thank you for your interest in joining the Coastal Community Foundation team. Coastal Community Foundation of South Carolina, a 501(c)(3) nonprofit organization, is an Equal Opportunity Employer with offices in North Charleston and Beaufort, as well as three affiliate foundations. We serve all nine counties on South Carolina’s coast: Beaufort, Berkeley, Charleston, Colleton, Dorchester, Georgetown, Hampton, Horry and Jasper counties.

Established in 1974, Coastal Community Foundation works to create vibrant communities by identifying the challenges facing the region and bringing together resources to address them. Coastal Community Foundation is the largest community foundation in South Carolina, managing more than 700 charitable funds established by individuals, families and organizations and awarding tens of millions of dollars in grants and scholarships each year.

Financial resources are among the many tools we employ in our effort to create vibrant communities. Throughout our history we have served as conveners to bring residents and leaders together to facilitate solutions to community-wide challenges such as housing affordability, economic mobility, quality education and physical and mental well-being. We also have a long history of helping nonprofits build their capacity, and incubating grassroots causes to provide them with structural support, so they grow into fully operational organizations.

Why work for us?

When you join Coastal Community Foundation, you join a dedicated staff and Board of Directors who have earned the trust of donors and grantees alike, helping them advance positive outcomes in the communities they seek to serve and adapting to their evolving needs so that our region thrives together.

We take that same approach and dedication to supporting our staff members to ensure their success at work and outside of the work environment. We offer a competitive salary and a full benefits package, including Paid Time Off, Holidays, Insurance (health, dental, vision, life, disibility), 401(k), and professional training and development opportunities.

Diversity, Equity & Inclusion Statement

Inclusion with equity is one of our four core values at Coastal Community Foundation, so we not only work to recruit diverse candidates, we work to ensure our team members have all the tools they need to be successful. Our purpose is most effectively fulfilled through proactively supporting the values of equity, inclusion, and diversity. Diversity may be measured by, but is not limited to, differences in age, ethnicity, race, gender identity, sexual orientation, economic circumstance, class, religion, disability, geography, and profession. We acknowledge and respect the many differences that comprise thriving communities and seek diversity in our staff to ensure that a range of perspectives, opinions and experiences are recognized and acted upon in achieving our purpose.

It is our intention to promote a fully equitable philanthropic sector that justly represents and serves all our constituencies. Therefore, we strongly encourage applications from candidates of color, of LGBTQ+ identity and of other historically marginalized communities.

The Executive Administrative Assistant for Finance plays a pivotal role in providing seamless administrative and operational support to the Senior Vice President & CFO and other senior members of the Finance Team. This multifaceted position entails diverse responsibilities such as calendar management, project leadership, coordination of 3 Board committees and other grant or fund committees or groups as assigned and overseeing day-to-day activities of the Finance Team. A keen understanding of operational, business, and technical aspects is essential for effectively prioritizing tasks, duties, and objectives to ensure optimal team performance.

Essential Functions

• Provides sophisticated calendar management for the SVP and other senior staff, including scheduling appointments, coordinating meeting and event logistics (e.g., format, room reservations, AV needs, etc.), while troubleshooting conflicts and making judgments and recommendations to ensure smooth day-to-day engagements.
• Demonstrates adaptability in prioritizing tasks proactively amidst conflicting requirements and tight deadlines.
• Acts as a gatekeeper, facilitating smooth communication between the SVP and committees, colleagues, and outside stakeholders demonstrating leadership to maintain credibility, trust, and support.
• Screens incoming correspondence, responding independently when possible.
• Prepares memorandums outlining and detailing administrative procedures, targets, and timetables, and develops follow-up systems for completion.
• Organizes programs, events, conferences, and catering, overseeing participant coordination and managing event budgets.
• Prepares communications and presentations with minimal supervision, adhering to the SVP’s conceptual direction.
• Prepares agendas, notices, minutes, and resolutions for Board committee meetings.
• Safeguards confidential financial and Foundation documents and records.
• Composes and prepares correspondence, reports, and other complex documents utilizing technology and software.
• Coordinates travel arrangements, including itinerary development, transportation booking, accommodation arrangements, and travel management.
• Prepares expense reports, purchase requisitions, and assists with departmental expense management via invoice and credit card.

Required Skills/Abilities

• Strong computer and typing skills required; experience with Microsoft Office, including Excel, Word, Outlook, and PowerPoint.
• Must be an open and honest communicator across all levels of the organization.
• Collaborative working skills and positive attitude.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Must have excellent organizational skills and the ability to handle multiple tasks efficiently.
• Must be a self-starter with strong initiative and the ability to work independently.
• Must be patient, energetic, creative, and flexible as work demands including switching projects or tasks at a moment’s notice.
• Ability to stay calm and professional under pressure.
• Ability to communicate well both verbally and in writing to all levels in the organization.
• Demonstrated creativity skills.
• General business knowledge.
• Excellent customer and interpersonal skills.

Education and Experience

• Bachelor’s degree in Business Administration or related field preferred, or substantial executive support experience, including senior leadership.
• Minimum of four (4) years’ experience in similar responsibilities.